U.S. patent application number 12/004577 was filed with the patent office on 2008-08-14 for automated supplier self audit questionnaire system.
Invention is credited to Stephen Joseph Whyte.
Application Number | 20080195436 12/004577 |
Document ID | / |
Family ID | 39686631 |
Filed Date | 2008-08-14 |
United States Patent
Application |
20080195436 |
Kind Code |
A1 |
Whyte; Stephen Joseph |
August 14, 2008 |
Automated supplier self audit questionnaire system
Abstract
The present system comprises a number of discrete elements,
which when combined provide a solution which has not been
attainable in the industry. A database of answer templates provides
the answers to all conceivable questions asked on supplier self
audit questionnaires. A web portal allows manufacturers access to
the above template to allow personalisation of the answers to their
own business. A routine to map each questionnaire into this
database is provided. In one embodiment, technologists at a central
location may perform the mapping of questionnaires. However,
customers may directly map their own questionnaires, if desired. A
software suite may be provided which manages access, security and
general portal administration.
Inventors: |
Whyte; Stephen Joseph;
(Leicester, GB) |
Correspondence
Address: |
PIETRAGALLO GORDON ALFANO BOSICK & RASPANTI LLP
ONE OXFORD CENTRE, 38TH FLOOR, 301 GRANT STREET
PITTSBURGH
PA
15219-6404
US
|
Family ID: |
39686631 |
Appl. No.: |
12/004577 |
Filed: |
December 21, 2007 |
Related U.S. Patent Documents
|
|
|
|
|
|
Application
Number |
Filing Date |
Patent Number |
|
|
60876320 |
Dec 21, 2006 |
|
|
|
Current U.S.
Class: |
705/7.32 |
Current CPC
Class: |
G06Q 30/0203 20130101;
G06Q 10/08 20130101 |
Class at
Publication: |
705/7 |
International
Class: |
G06Q 30/00 20060101
G06Q030/00 |
Claims
1. A method of providing questionnaire answers from suppliers to
manufacturers comprising: inputting a relatively large number of
manufacturer questions supplied by a plurality of manufacturers to
a database; establishing a master questionnaire comprising a
relatively small number of selected questions derived from the
manufacturer questions; allowing suppliers to access the master
questionnaire and to answer the selected questions; associating the
answers provided by at least one of the suppliers with the
manufacturer questions supplied by at least one of the
manufacturers; and transmitting to said at least one manufacturer
answers to the manufacturer questions supplied by said at least one
manufacturer based upon the answers provided by said at least one
supplier to the selected questions of the master questionnaire.
2. The method of claim 1, wherein said at least one manufacturer
and said at least supplier are members of the food industry.
3. The method of claim 1, wherein the relatively small number of
selected questions of the master questionnaire is at least 75
percent less than the relatively large number of manufacturer
questions.
4. The method of claim 1, wherein the relatively small number of
selected questions of the master questionnaire is at least 90
percent less than the relatively large number of manufacturer
questions.
5. The method of claim 1, wherein there are at least 10,000
manufacturer questions and less than 1,000 selected questions
derived from the manufacturer questions.
6. The method of claim 1, wherein the selected questions are
derived from the manufacturer questions by a mapping process.
7. The method of claim 1, further comprising using at least one
industry standard to derive at least some of the selected questions
of the master questionnaire from the manufacturer questions.
8. An automated supplier self audit questionnaire system
comprising: a database comprising a relatively large number of
manufacturer questions from a plurality of manufacturers; a master
questionnaire comprising a relatively small number of selected
questions derived from the manufacturer questions; means for
allowing suppliers to access the master questionnaire and to answer
the selected questions; means for associating the answers to the
selected questions of the master questionnaire provided by at least
one of the suppliers with the manufacturer questions supplied by at
least one of the manufacturers; and means for transmitting to said
at least one manufacturer answers to the manufacturer questions
supplied by said at least one manufacturer based upon the answers
provided by said at least one supplier to the selected questions of
the master questionnaire.
9. A method of providing questionnaire answers to a manufacturer
comprising: the manufacturer providing questions to an automated
supplier self questionnaire system; and the manufacturer receiving
from the automated supplier self questionnaire system answers to
the questions provided by the manufacturer, wherein the automated
supplier self questionnaire system comprises: a database comprising
a relatively large number of manufacturer questions from a
plurality of manufacturers; a master questionnaire comprising a
relatively small number of selected questions derived from the
manufacturer questions; means for allowing suppliers to access the
master questionnaire and to answer the selected question; means for
associating the answers to the selected questions of the master
questionnaire provided by at least one of the suppliers with the
manufacturer questions supplied by at least one of the
manufacturers; and means for transmitting to said at least one
manufacturer answers to the manufacturer questions supplied by said
at least one manufacturer based upon the answers provided by said
at least one supplier to the selected questions of the master
questionnaire.
10. A method providing questionnaire answers from a supplier
comprising: the supplier providing answers to questions from an
automated supplier self questionnaire systems, wherein the
automated supplier self questionnaire system comprises: a database
comprising a relatively large number of manufacturer questions from
a plurality of manufacturers; a master questionnaire comprising a
relatively small number of selected questions derived from the
manufacturer questions; means for allowing suppliers to access the
master questionnaire and to answer the selected questions; means
for associating the answers to the selected questions of the master
questionnaire provided by at least one of the suppliers with the
manufacturer questions supplied by at least one of the
manufacturers; and means for transmitting to said at least one
manufacturer answers to the manufacturer questions supplied by said
at least one manufacturer based upon the answers provided by said
at least one supplier to the selected questions of the master
questionnaire.
Description
CROSS-REFERENCE TO RELATED APPLICATION
[0001] This application claims the benefit of U.S. Provisional
Application No. 60/876,320 filed Dec. 21, 2006, which is
incorporated herein by reference.
FIELD OF THE INVENTION
[0002] The present invention relates to supplier self audit
questionnaires, and more particularly relates to an automated
system for supplier self audit questionnaires.
BACKGROUND INFORMATION
[0003] The manufacture of foodstuffs is a highly regulated
industry. As a result, food manufacturers need to complete
extensive due diligence of their supply chains. A regular tool used
within this due diligence is supplier self audit
questionnaires.
[0004] Each manufacturer usually has their own format of
questionnaire with specific questions and layouts which are usually
presented on an MS Word document. Current practice entails
manufacturers emailing these questionnaires to their suppliers who
then either print them for completion by hand, or type into the
Word document received.
[0005] Conventional supplier self audit questionnaires are
completed by the supplier and returned to their customer. The
customer reviews and evaluates these questionnaires. There is no
standardization and each questionnaire is therefore seen as a
unique questionnaire which needs completion. Questionnaires vary in
the following ways: physical layout and design; format of
questions, open or closed or a mixture; actual questions asked;
space provided for answers; and requirements to attach
supplementary documentation.
[0006] Because the manufacturing and supply of foodstuffs is highly
fragmented, it has not been possible to standardize requirements.
This is also due to each manufacturer taking a different view on
what due diligence information needs to be gathered from their
supply chain. Therefore it has not been possible to automate the
process of questionnaire completion. These questionnaires are
therefore labor intensive.
[0007] The present invention has been developed in view of the
foregoing.
SUMMARY OF THE INVENTION
[0008] An aspect of the present invention is to provide a method of
providing questionnaire answers from suppliers to manufacturers
comprising: inputting a relatively large number of manufacturer
questions supplied by a plurality of manufacturers to a database;
establishing a master questionnaire comprising a relatively small
number of selected questions derived from the manufacturer
questions; allowing suppliers to access the master questionnaire
and to answer the selected questions; associating the answers
provided by at least one of the suppliers with the manufacturer
questions supplied by at least one of the manufacturers; and
transmitting to said at least one manufacturer answers to the
manufacturer questions supplied by said at least one manufacturer
based upon the answers provided by said at least one supplier to
the selected questions of the master questionnaire. As used herein,
the terms "relatively large" and "relatively small", when referring
to the number of manufacturer questions and the number of selected
questions derived therefrom, mean that there are at least 50
percent less selected questions than manufacturer questions,
typically at least 75 percent less. In certain embodiments, the
selected questions contained in the master questionnaire are at
least 85 percent less than the number of manufacturer questions, or
even 90 or 95 percent less. As a particular example, there may be
over 10,000 different manufacturer questions, but the selected
questions contained in the master questionnaire may be less than
1,500 or 1,000, or even less than 500.
[0009] Another aspect of the present invention is to provide an
automated supplier self questionnaire system comprising: a database
comprising a relatively large number of manufacturer questions from
a plurality of manufacturers; a master questionnaire comprising a
relatively small number of selected questions derived from the
manufacturer questions; means for allowing suppliers to access the
master questionnaire and to answer the selected questions; means
for associating the answers to the selected questions of the master
questionnaire provided by at least one of the suppliers with the
manufacturer questions supplied by at least one of the
manufacturers; and means for transmitting to said at least one
manufacturer answers to the manufacturer questions supplied by said
at least one manufacturer based upon the answers provided by said
at least one supplier to the selected questions of the master
questionnaire.
[0010] A further aspect of the present invention is to provide a
method of providing questionnaire answers to a manufacturer
comprising: the manufacturer providing questions to an automated
supplier self questionnaire system; and the manufacturer receiving
from the automated supplier self questionnaire system answers to
the questions provided by the manufacturer. The automated supplier
self questionnaire system comprises: a database comprising a
relatively large number of manufacturer questions from a plurality
of manufacturers; a master questionnaire comprising a relatively
small number of selected questions derived from the manufacturer
questions; means for allowing suppliers to access the master
questionnaire and to answer the selected question; means for
associating the answers to the selected questions of the master
questionnaire provided by at least one of the suppliers with the
manufacturer questions supplied by at least one of the
manufacturers; and means for transmitting to said at least one
manufacturer answers to the manufacturer questions supplied by said
at least one manufacturer based upon the answers provided by said
at least one supplier to the selected questions of the master
questionnaire.
[0011] Another aspect of the present invention is to provide a
method providing questionnaire answers from a supplier comprising:
the supplier providing answers to questions from an automated
supplier self questionnaire systems, wherein the automated supplier
self questionnaire system comprises a database comprising a
relatively large number of manufacturer questions from a plurality
of manufacturers; a master questionnaire comprising a relatively
small number of selected questions derived from the manufacturer
questions; means for allowing suppliers to access the master
questionnaire and to answer the selected questions; means for
associating the answers to the selected questions of the master
questionnaire provided by at least one of the suppliers with the
manufacturer questions supplied by at least one of the
manufacturers; and means for transmitting to said at least one
manufacturer answers to the manufacturer questions supplied by said
at least one manufacturer based upon the answers provided by said
at least one supplier to the selected questions of the master
questionnaire.
[0012] These and other aspects of the present invention will be
more apparent from the following description.
BRIEF DESCRIPTION OF THE DRAWINGS
[0013] FIG. 1 illustrates a conventional process for the completion
of multiple supplier self audit questionnaires for multiple
customers.
[0014] FIG. 2 illustrates an automated supplier self audit
questionnaire system in accordance with an embodiment of the
present invention.
[0015] FIG. 3 illustrates a network design for use in accordance
with an embodiment of the present invention.
[0016] FIG. 4 is a schematic flow diagram illustrating operation of
an automated supplier self audit questionnaire system in accordance
with an embodiment of the present invention.
[0017] FIGS. 5a-d illustrate extracts from the hygiene section of
blank questionnaires, from four different manufacturers (numbered
manufacturer 1 through 4). These are currently being sent to
suppliers for manual completion.
[0018] FIG. 6 is an extract from the database showing the hygiene
section from the list of "master" questions and showing the answers
to these master questions that three suppliers (numbers 1 to 3)
have uploaded to the system.
[0019] FIG. 7 shows how the questions from each of the blank
questionnaires in FIGS. 5a-d have been mapped by technologists to
the database and that the answers provided by the suppliers as
shown in FIG. 6 (supplier 1 used as an example) are pulled through
to answer the mapped question.
[0020] FIGS. 8a-d show what the questionnaires from FIGS. 5a-d look
like when completed with the answers provided by Supplier 1 based
on the mapping outlined in FIG. 7.
DETAILED DESCRIPTION
[0021] FIG. 1 illustrates a conventional process for the completion
of multiple supplier self audit questionnaires for multiple
customers. As shown in FIG. 1, each customer or manufacturer has a
personalized questionnaire. Each of the different types of
questionnaires are completed manually by the suppliers. Such a
process involves a large amount of duplication between
questionnaires, and is time consuming for suppliers and customers
or manufacturers.
[0022] FIG. 2 illustrates an automated supplier self audit
questionnaire system in accordance with an embodiment of the
present invention. As shown in FIG. 2, each customer or
manufacturer still has a personalized questionnaire. However, the
suppliers upload one set of data to the database, and a mapping
process matches requirements. A completed questionnaire is
generated without manual input by suppliers or customers.
[0023] FIG. 3 illustrates a network design for use in accordance
with an embodiment of the present invention. The network
illustrated in FIG. 3 illustrates how suppliers of goods and
services upload their data once. Multiple users can draw on that
data in whatever format they wish. The process is controlled by
portal management and control.
[0024] In accordance with the present invention, it has been
recognized that there are a finite number of possible answers to
all the different questions appearing on supplier self audit
questionnaires, and that this finite list is substantially shorter
than one would expect. Therefore, regardless of the format of a
questionnaire or the method of presenting the questions, the
process can be automated as follows: (1) a database containing
templates which need populating with the relevant answers from each
supplier wishing to use the solution is set up; (2) secure access
rights to supplier to access and update their information on this
database using a web interface is granted; (3) the supplier
receives a request to complete a questionnaire from a customer; (4)
a routine configuring the questionnaire to the database template is
completed; (5) the questionnaire is loaded into the system with all
existing layouts intact; and (6) the supplier sets their customer
up as an approved trading partner on the portal. The supplier can
then run a routine that populates the questionnaire and emails or
otherwise transmits it with all relevant attachments to their
customer.
[0025] Many suppliers may typically complete an average of five
questionnaires per week. The time taken to populate the entire
database of the present invention by a supplier should be similar
to that required to complete five questionnaires. Thereafter, the
present system is able to complete all questionnaires without
manual intervention from the supplier.
[0026] Benefits which accrue to users of the present invention
include the ability to inform all customers automatically of any
changes to any answer that is of interest to a particular customer,
the ability for trading partners to respond to emerging food safety
threats without the need to resubmit entire questionnaires, and the
ability for customer definition of desirable and undesirable
answers to closed questions. The system can then generate exception
reports for customers identifying answers to questions that are not
desirable. This saves customers analysis time. Additional benefits
include the ability to prompt all parties to update any information
or documents that have expiry dates, such as licenses etc., and
improved accuracy and speed of completion of questionnaires.
Furthermore, the present methodology can be applied to other
industries with similar challenges.
[0027] The present system comprises a number of discrete elements,
which when combined provide a solution which has not been
attainable in the industry. A database of answer templates provides
the answers to all conceivable questions asked on supplier self
audit questionnaires. A web portal allows manufacturers access to
the above template to allow personalisation of the answers to their
own business. A routine to map each questionnaire into this
database is provided. In one embodiment, technologists at a central
location may perform the mapping of questionnaires. However,
customers may directly map their own questionnaires, if desired. A
software suite may be provided which manages access, security and
general portal administration.
[0028] Although the use of this present system in the food industry
is primarily described herein, the system may be used in other
applications such as medical products, pharmaceutical, chemicals,
solvents, and the like.
[0029] FIG. 4 is a schematic flow diagram illustrating operation of
an automated supplier self audit questionnaire system in accordance
with an embodiment of the present invention. The first step shown
in FIG. 4 is to initialize a business account on a server. If the
business has more than one site, a group structure is defined and
user names and passwords are generated. If the business has only
one site, user names and passwords are generated without the
necessity of defining a group structure. If the user is a full time
member, the user's account status is validated. If the user is not
a full time member, the user is set up as a guest member on a sales
and marketing database. Once the user name and password have been
established, the user accesses a website and enters its user name
and password into a user logon screen. If the user is a supplier of
ingredients, and is a full member, the user can select from several
options including viewing a list of customers, nominating a new
customer, applying to complete a customer questionnaire, completing
a customer questionnaire, completing a standard questionnaire,
updating company details, reviewing account details and selecting
frequently asked questions. If the user is not a full member, the
user's options are limited to applying to complete a customer
questionnaire, completing a customer questionnaire, updating
company details and selecting frequently asked questions. If the
user is not a supplier of ingredients and is a full time member,
the user may select from several options including viewing a list
of suppliers, nominating a new supplier, logging a supplier
assessment questionnaire, entering desired answers to questions,
viewing supplier applications, requesting submission or
re-submission of questionnaires, viewing completed questionnaires,
reviewing account details and selecting frequently asked questions.
If the user is not a full member, all of the foregoing selections
are available except entering desired answers to questions.
[0030] FIGS. 5a-d illustrate extracts from the hygiene section of
blank questionnaires, from four different manufacturers (numbered
manufacturer 1 through 4). These are representative of questions
which are currently being sent to suppliers for manual
completion.
[0031] FIG. 6 is an extract from the database showing the hygiene
section from the list of master questions and showing the answers
to these master questions that three suppliers (numbers 1 to 3)
have uploaded to the system.
[0032] FIG. 7 shows how the questions from each of the blank
questionnaires in FIGS. 5a-d have been mapped by technologists to
the database and that the answers provided by the suppliers as
shown in FIG. 6 (supplier 1 used as an example) are pulled through
to answer the mapped question.
[0033] FIGS. 8a-d show what the questionnaires from FIGS. 5a-d look
like when completed with the answers provided by Supplier 1 based
on the mapping outlined in FIG. 7.
[0034] In accordance with an embodiment of the present invention,
at least some of the questions used on the master questionnaire are
derived from multiple manufacturer questions, such that an answer
to a single master questionnaire question provides answers to
several different manufacturer questions. An example is shown in
Table 1, where a supplier's answer to the single question in the
left column allows seventeen different manufacturer questions shown
in the right column to be answered.
TABLE-US-00001 TABLE 1 1 42.1.49 List what allergenic 1 42.1.29
Does your site handle any serious allergens on site? materials you
have on site 2 42.1.07 Does the site handle seeds 3 42.1.33 Does
the Factory manufacture or process Shellfish (Allergen)? 4 42.1.34
Does the Factory manufacture or process fish (Allergen)? 5 42.1.35
Does the Factory manufacture or process Eggs (Allergen)? 6 42.1.36
Does the Factory manufacture or process Sulphur dioxide (Allergen)?
7 42.1.37 Does the Factory manufacture or process Wheat (Allergen)?
8 42.1.38 Does the Factory manufacture or process Mustard
(Allergen)? 9 42.1.39 Does the Factory manufacture or process
Celery & Celeriac (Allergen)? 10 42.1.40 Does the Factory
manufacture or process Seeds and Nuts (Allergen)? 11 42.1.41 Does
the Factory manufacture or process Gluten (Allergen)? 12 42.1.42
Does the Factory manufacture or process Soya (Allergen)? 13 42.1.44
Does the factory manufacture or process milk products? 14 42.1.45
Does the factory manufacture or process Kiwi fruit? 15 42.1.47 Does
the Factory manufacture or process Dairy products (Allergen)? 16
42.1.48 Does the Factory manufacture or process Lupins (Allergen)?
17 42.1.20 Is the site nut free.
[0035] Furthermore, different types of industry standards may be
used in accordance with the present invention to derive a
relatively small number of questions on the master questionnaire
from a relatively large number of different manufacturer questions.
An example of such an industry standard is the British Retail
Consortium (BRC) Food Technical Standards. The BRC Food Technical
Standards are used to evaluate food products in order to help
retailers and brand owners with their due diligence requirements.
This standard is regarded as the benchmark for best practices in
the food industry, and its use has evolved into a Global Standard
used not just to assess retailer suppliers, but as a framework upon
which many companies have based their supplier assessment programs.
Following the success and widespread acceptance of the Global
Standard for food, the BRC published the Packaging Standard, the
Consumer Products Standard, and the BRC Global Standard for storage
and distribution. In accordance with an embodiment of the present
invention, the master questionnaire may include a question such as:
Is your site BRC accredited? A "yes" answer to this question by a
supplier provides answers to many different manufacturer
questions.
[0036] Another standard from which master questionnaire questions
may be established is the Hazard Analysis Critical Control Points
(HACCP) standard, which is a food safety methodology that relies on
the identification of Critical Control Points (CCP's) in food
production and preparation processes. The CCPs are closely
monitored in order to ensure that food is safe for consumption.
Table 2 lists several different manufacturer questions relating to
HACCP standards. The master questionnaire may include a question
such as: Is your site HACCP accredited? A "yes" answer to this
question by a supplier provides answers to all of the different
questions listed in Table 2.
TABLE-US-00002 TABLE 2 1 Hazard Analysis 1 HACCP Development 1
HACCP Development 11.1.03 If HACCP is in place, do you have a HACCP
team? 11.1.05 Is the following stage used in your HACCP? - Conduct
a hazard analysis 11.1.06 Is the following stage used in your
HACCP? - Determine the CCP's 11.1.07 Is the following stage used in
your HACCP? - Establish critical limits 11.1.08 Is the following
stage used in your HACCP? - Establish systems to monitor control of
CCP's 11.1.09 Is the following stage used in your HACCP? -
Establish corrective actions to be taken 11.1.10 Is the following
stage used in your HACCP? - Establish verification procedures
11.1.11 Is the following stage used in your HACCP? - Establish
appropriate documentation 11.1.12 Is the following stage used in
your HACCP? - Follow relevant codes of practice 2 HACCP Team
11.2.01 Does the HACCP team have appropriate experience 11.2.02 Are
key personnel in HACCP team trained 11.2.03 Are all new &
revised products & processes covered 11.2.04 Are records kept
of conformance and corrective action 11.2.05 Is HACCP work carried
out by a multi-disciplinary team 11.2.09 If HACCP is not in place,
When will it be implemented 11.2.10 If HACCP is not in place,
describe what product safety systems are currently in place 11.2.14
Do you have adequate resources to effectively operate HACCP? 2
HACCP Procedures 1 HACCP Procedures 12.1.02 Are all HACCP records
legible and genuine
[0037] Thus, a relatively small number of questions may be provided
in the master questionnaire which are derived from a significantly
larger number of different questions from multiple
manufacturers.
[0038] Whereas particular embodiments of this invention have been
described above for purposes of illustration, it will be evident to
those skilled in the art that numerous variations of the details of
the present invention may be made without departing from the
invention as defined in the appended claims.
* * * * *